What benefits will an HRM (Human Resources Management) system provide?
There are many. Perhaps most importantly it will mean the end of keeping centralised paper based files for staff. All material relevant to the HR function will be kept in a digital format, which means that a company will cover off disaster recovery and business continuity requirements at a stroke. And unlike paper, being digital, files can then, potentially, be accessed from any desk top computer or mobile style device, such as tablets and laptops. Also, by providing a digital transformation platform to the HR team, they will see not only major administrative time savings, but cost advantages also.
What advantages does an online cloud based HR system have?
Two main advantages. Firstly, a private cloud system means the company does not have to install software on desktops or facilitate server storage and support as they would for a client DMZ based solution. Users simply book mark a URL to access the secure system.
Secondly, being cloud based, as long as users have internet connection (and of course relevant secure log in) the system can be accessed 24 x 7 from anywhere in the world, fully supporting remote working by HR and staff.
What is meant by HRIS?
HRIS stands for Human Resources Information systems. The objective of HRIS is to provide HR and other management functions with the relevant information on which to base key HR decisions. From recruitment forecasting to match immediate and future needs, to seeing trends, such as sickness and overtime and reasons for staff to leave. Employing HRM software will provide a more automated computerised way of providing such information on key dashboards, and in reports that will use data entry and tracking to give managers new overviews of HR based trends.
Can an HRM system allow users to complete time sheets / holiday requests and more, online?
Yes. If the solution provides a Self Service backbone, staff will be able to carry out a range of tasks, all online, with workflow enabling timesheets, holiday requests and also importantly, change of personal details requests to be completed by the user. Email submitted forms will be sent to line managers / other levels of management for approval (or returned to the users for adjustment). For approved time sheets, (which will take account of holiday, sick and other categories of time) data can be extracted as a CSV file for onward transmission and payment by a payroll system or outside payroll provider.
Can HRM systems operate on mobiles?
Ideally an HRM system should provide full functionality and access via smart phones, especially in a post pandemic world where remote or home working has changed the way staff access and use technology. Being a smaller screen, online forms will be portrait, requiring more scrolling, but should be fully supported by the HR system.
How can an HRM system help with staff wellbeing?
Supporting staff with advice and contacts that can cover a multitude of personal issues should be a key feature of any HRM system. With increased home, or remote working, and especially for those furloughed, having access to help and advice (confidentially) on issues such as mental health, finances, bereavement, best working practices, benefits and more, provides a vital communication link. In addition, a Forum function allowing a more ‘free to air’ facility for staff users that others can comment on, would be an invaluable part of supporting staff at all levels, and giving a platform for ideas and underlying issues.
Can an HRM system help with information retention rules and GDPR?
The adoption of GDPR rules, that cover the retention of information -including the ‘right to forget’ for employees who leave- means it’s more important than ever that a system allows the company to set those rules and also be able to change these themselves, as legislation or company requirements change. HR admin users should have the ability to set retention periods for document sections and individual documents to bring them back for review and or deletion. A ‘soft’ deletion function – where HR can review items that are coming up for deletion before fully deleting, can ensure that mistakes or changes in rules are covered off. Leavers also have the right to ask for an electronic copy of their file to take with them – again a feature the system should provide.
What sort of reporting should an HRM system support (including dashboards)?
The ability for HR department members to have access to relevant reports is key to the success of an HRM or HRIS system. The solution ideally should have customised dashboards that can display key HR dynamics when users log in. This may include tasks for the user and the department, recruitment status by applicant, documents coming up for review or deletion – key for GDPR – and details of employees who have missing key documents such as references, DBS checks etc. And the ability to run searches and reports across all the meta data in the HRM system, will be key to providing HR with information they can act on.
How can a company best provide training for an HR system?
Training on any new system including HRM software is a thorny one. Getting all the relevant users together at the same time and place as we all know is almost impossible, especially without interruption! Video training based on a final customised HRM software system is a far better option. Not only do you not need a fixed regime of training, but video – covering the various functions of the system- is available at all times for users to refresh themselves, as they need, in relation to the operation of the HR software.
Can an HR system include employee performance monitoring and KPI’s?
In most cases employees are a company’s biggest asset. Ensuring you regularly review their performance, not only against key performance indicators such as contribution to the overall company profitability but engage with them in terms of their job function and journey in the company structure, is key. Time sheet or Login / Out software will provide the base statistics, linked to pay, leave, sickness and overtime figures. Add in the ability of HRM software to store regular employee reviews, and a full HRM / HRIS solution will be crucial element in judging performance.
How secure is information in an HRM system?
A modern SAS HRM system will usually be located in a highly secure data centre, preferably in the UK. The vendors software would normally operate in a web browser over SSL, an encrypted communication channel that renders all transactions between your browser and the data held on servers impenetrable. At the data centre both software (local Windows firewall) and hardware firewalls would be used employing deep packet inspection for any SQL threats. For security users will always have to log into the software using their own unique credentials.
Of course there should be the option for deploying the software inside a client’s own server (DMZ) infrastructure, if company security issues dictate.
What are the key functions of HR?
HR plays a key role in promoting company values as well as developing a structure that meets the ever-increasing complexities of the modern post pandemic workplace. Human resource activities come under a number core functions, that during times have, if anything, increased. e.g. all staffing issues from recruitment to retirement or leaving, their development, pay, H&S, employee and labour relations, and of course the fast-expanding area of wellbeing. Hence the need for software such as HRM that will support the HR function as well as easing the burden on them.
How can we improve our recruitment process?
In the new age of work, having a recruitment module as part of an HRM software solution, especially if it’s online, will help internal and external communication. The key to this should be the use of automated on screen forms that allow candidates to respond to job vacancies posted on the client’s own web site. This would also allow the upload of other relevant material such as CV’s – and in today’s market- short videos. Using an HRM based system, automated responses can be sent to candidates as to progress – thereby immediately covering the complaint of most applicants that they never hear back from prospective employers.
What features should I look for in an HRM system?
Ideally the system should be customisable to match your HR business processes. For example, you may not need a payroll function as most companies have the relevant products or service provider already in place. However the ability to extract data from timesheets submitted and approved to push into existing systems would be beneficial. Amongst other features a Dashboard facility that alerts HR teams as to tasks that need addressing will add clarity. An integrated recruitment module so candidates can submit applications online and be automatically updated as to progress. Self Service, allowing staff to raise and submit request for holidays or change of details and more, will provide digital transformation for HR.